HR user considerations for recording absence

This guide covers additional considerations for HR users when recording or reviewing absence.

For the standard steps to record absence or details on the sidebar chart figures please see the related guides.
 

Contents

• HR user additional permissions
• HR user general considerations
• Absence summary sidebar configuration options
• Related articles
   

HR user additional permissions

• HR-type user roles will see additional fields on the Book & view time off page compared to the other types of user roles when viewing subordinate records
• Go to Holiday & Absence > Book & View Time Off
• Department and Work Pattern are visible and can be amended for specific absences as necessary

• HR users can also adjust the timing and hours on all days within an absence, whereas employees and managers can only do this with a CIPHRFLEXI type of Work Pattern. Times can be amended, and then click the clock icon to recalculate the Hours

HR user general considerations

• It's possible to set a Default Absence Code, so newly created absences default to a specific reason (for example, Holiday).
• Not all Absence Reasons are available to all users, and not all trigger a Return to Work Interview. Both are determined by the settings on the Absence Code, in the related Code Table.
• If an Absence Code is set as a sick type in the Code Table, selecting it displays a further Sickness Reason field, which also appears in the summary grid.
• If the absence reason requires a return to work interview, the Return to Work tab becomes enabled. Once the Return to Work Date field is populated, a tick appears in the Return to Work Interview Conducted column on the summary grid.
• Absences marked as Continuous show a tick in the Continuous? column on the summary grid. This links occasions of absence together, so Bradford factor and other sickness triggers calculate correctly.
• Absences don't need an end date when first recorded if the duration is unknown, they can be left open-ended by deleting the end date. The duration continues to accumulate until the absence is closed off.
• Once an absence has been inserted and verified, you can attach Absence Documents to the record, such as a fit note or appointment confirmation.

Absence summary sidebar configuration options

• The sidebar chart displays figures that are applied to individuals via the Absence summary page
• There are some configuration options to change the display of the Absence Summary sidebar charts
• You will need a System Administrator Licence to be able to access System > System Configuration
• Filter the Group Name column to Absence Summary

• Several options are displayed where you can click on them to change the colour on the header bar of the charts
• Enabled Accrued Absence Summary Global allows you to hide the top accrual chart to display the bottom full-year chart only
• Show Pro Rata Adjustment on Absence Summary SideBar allows you to hide the adjustment, although note that when it is set to TRUE, it will only display where there is an adjustment

Related articles

• Request, cancel or amend your time off in HR
• Absence Codes
• Absence Summary
• HR absence sidebar summary charts explained
• Return to work interviews
• Absence Documents
• Holiday Entitlements code table
• Work patterns code table